Friday, February 18, 2011

Going Google across the 50 States: Tennessee media firm fights back on spam

Editor's note: Over 3 million businesses have adopted Google Apps. Today we’ll hear from Rex Hammock, Founder and CEO of Hammock, a content and custom media firm in Nashville, Tennessee. To learn more about other organizations that have gone Google and share your story, visit our community map or test drive life in the cloud with the Go Google cloud calculator.

At Hammock, we develop and manage a wide array of content, helping our clients engage with customers to increase loyalty and extend the length of the relationship. Since I founded the company 20 years ago, our work has expanded from print newsletters and magazines to include a range of digital media, such as websites, blogs, event media, and more. We’ve grown to 20 full-time employees and have developed a network of over 1,000 freelancers across the country. Technology has played an important role in what we offer our clients and how we work together as a team.

A couple of years ago, when our Technology Director left the company, we decided to experiment with using an outsourced solution for networking and systems so our internal technology staff could focus on development and creative duties. The experience gave us confidence to outsource other parts of IT so when the email server became unreliable and couldn't filter spam as well as our personal Gmail accounts, we started researching alternative solutions. With the help of an external IT service, we unplugged the email server and switched to Google Apps.

Fixing our spam problem – which Gmail has done amazingly well – would have been enough to make the switch to Google Apps worth it. We did a cost analysis per employee, however, and keeping servers in-house for just email would have been more expensive than the entire suite of Google Apps. Plus, adding calendars, contacts and documents, all of which sync nicely to our smart phones, tablets, and home computers has changed the way we work for the better.

Collaborating across our expansive network of contributors is critical and most of us use Google Docs for sharing and updating documents. Spreadsheets have also helped us manage our own newsletter subscriptions – a Google form is embedded on our website to collect information from individuals who want to receive our newsletter. Information from the form is imported directly into a Google spreadsheet that we access internally.

The ecosystem around Google Apps is helping us further meet our unique needs. We use Manymoon, a 3rd party application from the Google Apps Marketplace, to help with project management and it has resolved a number of workflow issues. Manymoon is a little like an in-house social network where, instead of setting up pages related to your favorite club or cause, you set up project pages where you can consolidate information and track progress. Because Manymoon integrates directly with Google Apps, it’s easy to add Google documents, calendar entries and emails related to a project.

For some people in the company, there was a reluctance to give up traditional desktop applications. However, it has been easy for me to evangelize Google Apps internally and I think we'd all agree now that the switch has had a positive impact on how we work.